Automating AP Queries in YARDI ERP for a Real Estate and Retirement Living Public Company
IDW Reads Vendor Emails, Checks Yardi, Sends Replies
Client Overview
One of Canada’s largest retirement living and real estate public companies operating 100+ properties in Ontario, Saskatchewan, and British Columbia. The organization manages independent living, assisted living, memory care, and long-term care facilities.
The Challenge
Understanding the operational bottlenecks
Time-Intensive Query Processing
Each query required stopping current work, checking all queries received in the mailbox, sorting them into subfolders, send instant responses to emails regarding invoice submission and concur, reading each inquiry email, extracting invoice & vendor details, searching Yardi for relevant data, and manually responding to the email.
Errors and Inconsistent Responses
Staff juggling large backlogs often shared outdated information, mixed up vendor accounts across facilities, or referenced the wrong check numbers. Without standardized templates every staff member responded to queries differently.
Business Impact
Response times slowed during peak periods like month-end close and payroll processing. Queries piled up for hours as staff focused on higher-priority finance activities. The organization needed accuracy and compliance to support resident care billing and regulatory reporting.
The IDW Solution
Intelligent automation across the entire workflow
Automated Intake and Categorization
HachiAI IDW monitors the Outlook mailbox continuously, and sorts each message into six types: Payment Inquiries, Invoice Submissions, Concur Inquiries, Vendor Modifications, Expense Queries, and Utilities. Categorization happens in real-time. It sends standardized replies to emails regarding concur and invoice submissions.
Intelligent Lookup and Data Extraction
For A/P queries, IDW pulls invoice status, payment dates, check numbers, and transaction details directly from YARDI within seconds. All queries to Yardi are logged for compliance and audit purposes.
End-to-End Response and Filing
IDW generates clean, professional email responses using YARDI data and sends them automatically. Any non-standard queries are routed to staff with full context for them to address. Completed interactions are filed into compliance subfolders automatically.
Visual Process Breakdown
IDW takes over the E2E process, performing exactly as a human would
Smart Validation Logic
Enterprise-grade rules engine ensuring absolute accuracy
Email Categorization
IDW matches patterns against subject lines, sender types, and body content to classify into six query categories.
Invoice Lookup
IDW logs into Yardi for invoice numbers, payment status, check numbers, payment dates, and amounts. Cross-references transaction records.
Response Composition
IDW generates category-specific replies with live data from Yardi. Adapts tone and detail level based on sender type.
Exception Detection
IDW identifies queries outside standard categories. Detects data inconsistencies and flags missing information for manual handling.
Folder Management
IDW moves processed emails into compliance subfolders based on query category and outcome (completed, exception, escalation).
Escalation Routing
IDW monitors for keywords indicating disputes, overdue payments, or urgent items. Routes to management with full query history.
Systems & Integrations
Seamlessly connecting with your existing enterprise infrastructure
Business Outcomes
Measurable impact across the organization
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